Administrative Specialist

Administrative Specialist

The Administrative Specialist is responsible for day-to-day administrative activities for the organization and general administrative duties assigned to multiple departments. These activities will include front-line phone support, greeting guests, receiving deliveries, and processing mail, processing facility work orders, and general administrative support for all directors. This position will also field emails, and other messaging-based platforms. Additionally, this position will file/mail records, support building access for employees, and enter standard data in various databases and/or spreadsheets. This role will also support monitoring and audit records needs along with special projects. This role requires a high level of accuracy, attention to detail, and organizational skills.

Essential Functions and Key Tasks

• Enjoy a culture of high performance and continuous improvement.
• Collaborate with team members to provide assistance through multiple channels, including front-line phone support, email, and online chat support. Transferring as needed to appropriate staff/departments.
• Respond to inquiries from families regarding School Readiness and VPK eligibility including, requirements, application processes, file status, and documentation needs.
• Provide clear and accurate information while maintaining professional and supportive interaction.
• Process incoming deliveries, incoming and outgoing mail.
• Process facility request, including obtaining certificates of insurance as needed, requests for building access and preparing employee badges.
• Process copier machine requests.
• Maintain records and process destruction annually per retention requirements.
• Follow up with vendors/providers on outstanding agency needs.
• Enter or review data entry for accuracy.
• Monitor and direct correspondence in shared work queues and email inbox(es).
• File documents timely and accurately.
• Prepare documents for monitoring and audits.
• Prepare and process incoming/outgoing correspondence.
• Serve as backup to inventory tracking task.
• Provide Administrative Support as needed to all Departments.
• Stay informed on program guidelines, policies, and updates related to eligibility.
• See also All Staff Support Tasks.

Knowledge, Skills, and Abilities

• Competent skills in Microsoft Office.
• Strong communication skills, both verbal and written.
• Strong organizational skills.
• Strong customer service skills.
• Able to work collaboratively in a team environment.
• Able to effectively prioritize tasks.

Required Skillsets

• Task/Judgment – Perform tasks using limited judgement in some circumstances.
• Independence/Expertise – Often seeks management approval for deviation from guidelines.
• Service/Initiative – May troubleshoot implementation of new programs.
• Supervision – Not developed in this set.
• Agency Growth – Not developed in this set.

Education and/or Experience

Required

• High school diploma or equivalent.
• Minimum of two years of experience in a role with administrative duties.
• Minimum of two years of experience in a customer service role.

Preferred

• An associate degree in business or accounting from an accredited university/college.

Working Conditions and Physical Demands

• Physical demands and work environment characteristics described are representative; reasonable accommodations may be made to ensure individuals with disabilities can perform essential functions.
• Regularly required to stand or sit for prolonged periods of time, walk, use hands and fingers to handle or feel; reach with hand and arms, climb and/or balance, stoop, kneel, crouch or crawl, talk and hear.
• Must regularly lift and/or move up to twenty pounds, occasionally lift and/or move up to fifty pounds with assistance.
• Telework will require internet speeds of 4Mpbs download/4Mpbs upload and working in the immediate geographical area.
• Must have reliable transportation, minimum insurance coverage, a valid driver's license, and a clean driving record.
• Will need a reliable mobile phone service for technology compliance requirements (i.e. multifactor authentication).
• Specific vision abilities may include close vision and the ability to focus for prolonged periods of time.
• Developmentally appropriate interactions with children may be required in the work environment.

Culture

• Assumes Positive Intent
• Is (Be) Effective
• Chooses Responsibility
• Delivers Excellent Customer Service
• Embraces Fun
• Finds the Solution that Best Helps the Child